2702 Audit Management at Colgate

]
Orange County Convention Center

Orlando, Florida | May 15-18, 2011
Audit Management at Colgate: Web enabled Quality, EOHS,
& Supplier Conformance to Standards
Joseph Jeffs

Real Experience. Real Advantage.
[ Abstract
Learn how Colgate Palmolive has leveraged SAP Audit Management
to assess conformance to Quality, EOHS, Factory Reliability &
Performance and Supplier Management Standards. See the flexibility
SAP provides in approaches to scoring and evaluating conformance
to standards. Learn how Colgate utilized Web Dynpro for ABAP, ALV
Grids, Smartforms, and Adobe Interactive forms to develop an easy to
use solution for our audit teams and responsible sites.
[ Learning Points
Review Audit Management Hierarchy Design to understand the
flexibility in the scoring and evaluation that SAP provides out of the
box.

See how Colgate developed a web based interface to enable multiple
auditors to enter data in a user friendly environment.

Learn how Adobe Interactive Forms provided an offline interface to
conduct an audit as well has record facility corrective action follow-up.
[ Agenda
About Colgate Palmolive
Colgates SAP Audit Management Applications
Learning Points
Flexibility
Web Based Interface
Offline Forms
Best Practices
[
Sales by Division
$15.3 + Billion in
Sales
Products Sold in
223 Countries &
Territories
About Colgate-Palmolive Company
38,100
Colgate People
Pet 14%
North
America
21%
Latin
America
26%
Europe/
South
Pacific
21%
Greater
Asia/Afric
a 18%
[
ORAL CARE PERSONAL CARE
HOME CARE PET NUTRITION
[
Colgates SAP Audit Management Applications
EOHS
Ensure compliance with environmental, health and safety rules and
regulations. The health and safety of our customers, our employees and
the communities in which we operate must be paramount in all we do.

Factory Performance and Reliability
For Colgate factories to measure and plan continuous improvement
toward Manufacturing Effectiveness & Efficiency by establishing global
practices.

Quality
Ensure we meet Global Colgate Quality Standards in the design,
manufacturing, and distribution of our products as well as meet or exceed
all government requirements and consumer expectations

Supplier Management
To ensure direct materials and finished goods suppliers
meet the quality standards, expected service, and cost.

[ Key functionality
Common audit application and set of reports across
business groups.

Single Audit planning workbench to ensure a reasonable
audit schedule per site

Web based interface to conduct audits and manage the
facility follow-up action plan.

Offline auditing for supplier audits

[ Audit Business Process
Audit Management is comprised of 5 activities
Planning
Planning Auditing Reporting
Corrective
Action
Follow-up
Set
expectations in
Question Lists

Audits are
scheduled by
creating them
in the SAP GUI.
Corrective
Action
Follow-up
Audit Description

Audit Object with
customized
fields

Proposed and
Actual dates
Corrective
Action
Follow-up
Texts Tab

Custom list of
long texts

Text Editor.
Can double
click to switch
to MS Word
Corrective
Action
Follow-up
Participant Tab

Custom list of
Roles
Influences
Security

Business Partners
assigned to
Audit
Corrective
Action
Follow-up
Overview of Audit Schedule across functional group.
Corrective
Action
Follow-up
Selection Criteria

Resulting list of audits
Observations are
entered into the audit
Findings are valuated for
severity
Corrective
Action
Follow-up
Performance Expectation
Shown for reference

Finding Valuation on Basic
Data Tab (Not shown)

Long texts areas include both
standard and custom types

Reports are generated
on a specific audit
Daily Progress
Report
Audit Report
Preliminary Findings
Executive Summary
Paper Protocol

Corrective
Action
Follow-up
Actions to address
findings are tracked
Schedule for
resolution
Current Status
Text description of
action
Milestone tracking
Corrective
Action
Follow-up
Examples of Reports are generated Across Audits
Corrective Action Timely Closure
Findings By Category or Division
Audit Participants
Summary of Findings
Summary of Actions

Used to identify of trends in findings

Presented in either SAP smart forms or ALV grid
Corrective
Action
Follow-up
[ Learning Points: Flexibility
Review Audit Management Hierarchy Design to
understand the flexibility in the scoring and evaluation
that SAP provides out of the box.
[ Glossary of Audit Management Terms
Audit: The questions associated with
the evaluation of a facility or process
at a given place and time.
Question List: a collection of questions organized in a
Hierarchy (Tree Structure)

Question: An object in an audit that can record Headings,
Requirements, and/or Findings

Valuation: an assessment given to a question

Rating: a score computed based on the Valuations
or related questions
SAP Audit options to support Variation in Business
Processes

Checklist vs. Ad-hoc recording of observations

Organization of Performance Expectations

Question Valuation
[ Flexibility: Checklist vs Ad-hoc recording of observations
Checklist: Auditor edits
one of the long texts of
the performance
expectation and
valuates it
Ad-hoc: Auditor inserts
a new question object
for each finding
allowing multiple
findings per
expectation.
Processes



Question Valuation
[ Flexibility: Organization of Performance Expectations
Performance Expectations are
maintained in a Question List

Question lists are organized in a tree
structure where each level of the tree is
described in customizing.

Influence on if that level is valuated is
controlled by the No Valuation option.
[
Learning Points: Flexibility
Processes



Question Valuation
[
The Question List determines what level is assessed for
valuation

The Valuation Profile determines what values can be
assigned during valuation
Flexibility: Question Valuation
[
Flexibility: Additional Technical Information

BAdI Implementations
Flexibility to Match Business Process
Activities in Audit Processing (Authorization Check)
PLM Audit Management: Audit Component Status Management
PLM Audit Management: Create, Change, and Delete Audit (At Save)
PLM Audit Management: Create, Change, and Delete Action (At Save)
Edit Attributes of Audit Components
Identification of Audit Components (Number Assignment)
Controlling Procedure for Audit Questions
Assignment of Question Lists to Audit
Customer Defined fields
Definition and Structure of an Audit Object
Valuation of Audit (Key Figure Calculation)
Enhancement for Search Helps
Definition of Text Types for Each Audit Component
Provide Signature for Audit

[ Learning Points: Web Based Interface
See how Colgate developed a web based interface to
enable multiple auditors to enter data in a user friendly
environment.

[ Web Based Interface
Provides simplified
screens for ease of
use

Key functional GAP
addressed: Allows
multiple Auditors to
collaborate on the
same audit.

[ Web Based Interface: Auditor Screen & Task Workflow
This workflow graphic describes
the main Screens and Task for
Assessors

Screens
Audit Menu
Audit Search
Audit Dashboard

Task
Select Audit
Enter Audit Info
Check & Confirm
Run Reports

Audit Search
Audit Dashboard
Enter Audit Info
Check & Confirm
Run Reports
Select Audit
[ Web Based Interface: Audits Search
Quick access to audits assigned to the logged in auditor
Uses logged in users participant role
combined with audit status to list
current audits.
[ Web Based Interface: Audit Dashboard
Provides overview of the audit in progress
Provides access to all questions
And findings in the audit
[

Web Based Interface: Audit Finding detail
Provides ability to record and update audit findings
Finding includes:
Observation
Strength
Recommendation
Comments
Executive Summary
Reviewer Comment
Change Log
[
Valuation
Assesses the Standard or Finding for Risk
Valuation selection
based on Valuation profile
[ Corrective Action
Quick access to actions assigned to logged in user
List of corrective actions to be updated
based on user logged on and their role
in the audit
[ Action Detail
Basic Data Tab provide schedule information
Schedule information
Capital requirements
[ Action Detail
Texts tab provides detailed information on the action
Action includes:
Description
Comments
Resources Required
Verification Comments
Root Cause
Reason for Attention
Milestone 1
Milestone 2
Milestone 3
Change Log
[ Action Details
Milestones tab allows site to track progress
Up to three milestones
allow tracking of progress
of the forward action
[ SAP Spell Checking
Business Case for Spell Check
Major component of the data
is long text.
Many auditors use English as
a second language.
Reports from the system are
distributed to senior
management.

A custom web dynpro for
component was designed to call
a web service and update the
web dynpro context.

When using SAP GUI, system
embeds MS Word to provide spell
checking.

[ Web Based Interface: Reports
[ Reports
Provided in PDF format
[ Learning Points: Offline forms
Learn how Adobe Interactive Forms provided an offline
interface to conduct an audit as well has record facility
corrective action follow-up.

[ Offline Access Required
Supplier Auditing was an Ideal Candidate for Offline
Forms
Suppliers in remote locations may not have good
connections to the internet
Suppliers do not have direct access to our system to update
corrective actions
Supplier can enter information and review internally prior to
submitting to Colgate.

[ Business Process for Offline Auditing
Create Audit in GUI
Download Audit to PDF
Distribute via Email
Insert Audit Findings
Upload Form to SAP
Review and Save Changes
[ Example Offline Auditing Form
The screenshot is page 4 out
of 9 pages.
The finding was created from
inside the form by pressing
the + button.
The Performance Expectation
shows both the description of
the requirement and Notes to
the auditor on what to look
for.
The finding can then be
edited in the form. When the
file is uploaded into SAP a
new question object will be
created.
[
46
Best Practices
Learning Points: Audit Management Flexibility
Standardize the Tools and Business Practices across
functional groups.
SAP provides the additional flexibility as needed.

Learning Points: Web Dynpro
User specific hit lists helpful for ease of use by providing
information user needs when they need it.
Web development only required for multiple auditors
editing at the same time, otherwise the GUI version

Learning Points: Offline Forms
Use Adobe Forms where offline use is a necessity.
Adding an element to your context with the form name
and form

[
]
Joseph Jeffs
Manager
Product Lifecycle Management
Global Information Technology
909 River Road, P.O. Box 1343
Piscataway, NJ 08855-1343
Telephone 732-878-7117
E-Mail joseph_jeffs@colpal.com
[
]
Thank you for participating.
SESSION CODE:
Please remember to complete and return your
evaluation form following this session.
For ongoing education in this area of focus, visit
www.asug.com.

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